NC FAST Executive Assistant

Adult Correction; North Carolina; Hybrid; USD 41,000 - 72,000; Full time

Job summary

North Carolina Department of Health and Human Services (DHHS) is seeking an Administrative Specialist II (S) to provide portfolio-wide administrative support across 15+ managers and 500+ state and vendor staff. The role covers HR staffing, onboarding processes, reporting, and executive assistance within a hybrid Raleigh, NC setting.

Responsibilities include creating and maintaining onboarding/offboarding materials, coordinating interviews, and supporting data collection and analysis for

Qualifications

• Experience in project management, portfolio management and vendor negotiation.
• Strong stakeholder management and communication skills.
• Experience with Agile and Continuous Delivery methodologies.
• Ability to manage matrixed resources and junior staff.

Responsibilities

• Plan and perform HR staffing administration, staff records management and executive support.
• Create, maintain onboarding/offboarding forms, orientation guides and staff logistics docs.
• Summarize, reconcile and prepare administrative reports and metrics.
• Support managers in recruiting contractors and temporary staff; track vacancies and requisitions.
• Conduct onsite or remote orientation for new hires and assist managers with data collection and analysis.
• Schedule meetings and interviews, manage distribution lists and other duties as assigned.

Skills

Advanced Project Management

Stakeholder Management

Vendor Negotiation

Agile & CD

Matrixed Resource Oversight

Job description

Agency

Dept of Health and Human Services

Division

SEC OFFICE - INFO TECH - NC FAST

Job Classification Title

Administrative Specialist II (S)

Position Number

60095530

Grade

NC09

About Us

The North Carolina Department of Health and Human Services (DHHS) is one of the largest, most complex agencies in the state, and has approximately 17,000 employees. It is responsible for ensuring the health, safety, and well-being of all North Carolinians, providing human service needs for special populations including individuals who are deaf, blind, developmentally disabled, and mentally ill, and helping poor North Carolinians achieve economic independence.

Description of Work

The primary purpose of the Executive Assistant position is to plan and perform tasks for human resources staffing administration, staff records management, general administration, and executive and management support. All tasks involve decision-making, judgment, and compliance with established policies and procedures, as well as handling proprietary or confidential information. This position provides portfolio-wide administrative support for 15 or more managers and over 500 state and vendor staff. Duties include to create, maintain, and manage various types of documentation such as onboarding/offboarding forms and procedures, orientation guides and materials, tracking spreadsheets, staff logistics documents, communications, and administrative task and process guides; and will also summarize, reconcile, and compile related information to prepare administrative reports and metrics. This position will provide administrative support to help managers recruit state contractor and temporary staff resources as needed, and to help track vacancies and in-process requisitions and job orders then follow-up with management. This position will conduct onsite or remote orientation for new hires, serve as backup for other program support staff, and assist managers with data collection, verification, analysis, research, and preparation as requested. General administration includes scheduling and managing meetings, scheduling interviews, and managing distribution lists, and other duties as assigned.

Knowledge Skills and Abilities/Management Preferences

Salary Grade Range: $ 41,341.00 - $ 72,113.00

Recruitment Range: $ 55,000.00 - $ 65,000.00

Candidates now meet the minimum qualifications of a position if they meet the minimum education and experience listed on the vacancy announcement.

The Knowledge, Skills, and Abilities (KSAs)/ Management Preferences are not required. Applicants who possess the following skills are preferred:

• Advanced Project Management Expertise (Scope, Budget, Schedule)
• Strong Stakeholder Management & Communication skills
• Efficient Vendor Management and negotiation skills
• Agile & Continuous Delivery Methodologies
• Managing Matrixed resources, overseeing junior PMs and team members

The Posting Will Close At 11:59 P.M. The Night Before The End Date

This Position Is Funded In Part Through Federal Funds.

This Role is Eligible To Be Hybrid And Requires Onsite Reporting Located Within Raleigh, NC.

The Position is Time-Limited

About the NC DHHS Information Technology Division

In collaboration with our partners, the North Carolina Department of Health and Human Services (DHHS) protects the health and safety of all North Carolinians and provides essential health and human services. The IT division (ITD) is one of the divisions that report to the Operational Excellence portfolio. The ITD division comprises four sections: Implementation and Operations, Strategy and Workforce, Enterprise Technology, and Vendor and Finance. ITD offers the following services but not limited to implementations, operations, project/portfolio management, infrastructure, consulting, business division liaison, digital transformation, IT strategy, enterprise technology, IT contract and vendor management, and data office services.

About the Office of the Secretary

The Office of the Secretary serves as the executive leadership arm of the North Carolina Department of Health and Human Services (NCDHHS), guiding the Department's mission to improve the health, safety, and well-being of all North Carolinians. Through strategic oversight and collaborative leadership, the Secretary's Office supports the effective coordination of over a dozen core divisions, ensuring that agency-wide priorities are aligned, resources are used responsibly, and services are delivered with equity and impact.

Compensation and Benefits

The State of North Carolina offers excellent comprehensive benefits. Employees can participate in health insurance options, standard and supplemental retirement plans, and the NCFlex program (numerous high-quality, low-cost benefits on a pre-tax basis). Employees also receive paid vacation, sick, and community service leave. In addition, paid parental leave is available to eligible employees. Visit the website for State Benefits.

Supplemental Contact Information

The North